How to Craft a Successful Proposal Prepared by

How to Craft a Successful Proposal Prepared by Roxann Nys and Joseph Gaunt for Pulaski Community Schools, Sept. 27, 2011

Gather Project Documentation and Background Info

Three Essential Components

1. Concept • Fits your mission/philosoph y • Document need

2. Program • Description of project • How will you do it

2. Program • Project timetable • Anticipated outcomes

2. Program • How to evaluate results • Staffing needs

3. Expenses • Outline project budget • Cost/benefit analysis

Go / No-Go Decision

Develop six elements of effective proposal

Six Elements of an Effective Grant Proposal Element Contents Comparative Length Executive Summary Umbrella statement of your case & summary of entire proposal 1 page Statement of Need Why this project is necessary 2 pages Project Description Detailed explanation of 3 pages how project will be implemented

Six Elements of an Effective Grant Proposal Element Contents Comparative Length Budget Financial Description of project plus explanatory narrative 1 page Organizational Info History, governing structure, primary activities, audiences, services 1 page Conclusion Summary of the proposal’s main points 2 paragraphs

Executive Summary Problem Solution Funding Requirements Organization and Expertise

Statement of Need Crucial to Success!

“We don’t have a ton of money”

“We want to buy computers”

“We want to hire someone”

Discuss nature and extent of problem

Supply Reasons/Cause

Connect to and substantiate ability to respond to need

Avoid jargon--KISS

Related to mission and purpose

Focused on people, not organization

Some suggestions Define the problem-its causes and symptoms

Some suggestions Gather data to support existence of problem and extent of need

Some suggestions Use comparative stats and research

Some suggestions Document all data

Some suggestions Provide a sense of urgency

What do you do that no one else does?

How have you set yourself apart?

Are the results of your work quantifiable?

Sample Needs Statement Can you identify what makes this a good needs statement?

Goals/Objectives Activities/Methods Staffing/Administration Evaluation

Goals/Objectives Broad/Narrow General/Precise Intangible/Tangible Abstract/Concrete Not Validated/Measurable

SMART Objectives Specific Measurable Achievable Realistic Time defined

Types of Objectives Behavioral Performance Process Outcome Product

Activities/Methods How When Why

Staffing/Administration Who What

Sustainability How are you going to keep it going?

Evaluation How will you know you’ve succeeded? Based on goals, objectives, activities Qualitative and Quantitative data Formative and Summative

Overview of Methods to Collect Information by Carter Mc. Namara, MBA, Ph. D, Authenticity Consulting, LLC. Copyright 1997 -2008 Adapted from the Field Guide to Nonprofit Program Design, Marketing and Evaluation” http: //www. authenticityconsulting. com/pubs/PG_gdes/PG_pubs. htm Method Overall Purpose Advantages Challenges questionnaires, surveys, checklists when need to quickly and/or easily get lots of information from people in a non threatening way -can complete anonymously -inexpensive to administer -easy to compare and analyze -administer to many people -can get lots of data -many sample questionnaires already exist -might not get careful feedback -wording can bias client's responses -are impersonal -in surveys, may need sampling expert - doesn't get full story

Overview of Methods to Collect Information by Carter Mc. Namara, MBA, Ph. D, Authenticity Consulting, LLC. Copyright 1997 -2008 Adapted from the Field Guide to Nonprofit Program Design, Marketing and Evaluation” http: //www. authenticityconsulting. com/pubs/PG_gdes/PG_pubs. htm Method Overall Purpose Advantages Challenges interviews when want to fully understand someone's impressions or experiences, or learn more about their answers to questionnaires -get full range and depth of information -develops relationship with client -can be flexible with client -can take much time -can be hard to analyze and compare -can be costly -interviewer can bias client's responses

Overview of Methods to Collect Information by Carter Mc. Namara, MBA, Ph. D, Authenticity Consulting, LLC. Copyright 1997 -2008 Adapted from the Field Guide to Nonprofit Program Design, Marketing and Evaluation” http: //www. authenticityconsulting. com/pubs/PG_gdes/PG_pubs. htm Method Overall Purpose Advantages Challenges documentation review when want impression of how program operates without interrupting the program; is from review of applications, finances, memos, minutes, etc. -get comprehensive and historical information -doesn't interrupt program or client's routine in program -information already exists -few biases about information -often takes much time -info may be incomplete -need to be quite clear about what looking for -not flexible means to get data; data restricted to what already exists

Overview of Methods to Collect Information by Carter Mc. Namara, MBA, Ph. D, Authenticity Consulting, LLC. Copyright 1997 -2008 Adapted from the Field Guide to Nonprofit Program Design, Marketing and Evaluation” http: //www. authenticityconsulting. com/pubs/PG_gdes/PG_pubs. htm Method Overall Purpose Advantages Challenges observation to gather accurate information about how a program actually operates, particularly about processes -view operations of a program as they are actually occurring -can adapt to events as they occur can be difficult to interpret seen behaviors -can be complex to categorize observations -can influence behaviors of program participants -can be expensive

Overview of Methods to Collect Information by Carter Mc. Namara, MBA, Ph. D, Authenticity Consulting, LLC. Copyright 1997 -2008 Adapted from the Field Guide to Nonprofit Program Design, Marketing and Evaluation” http: //www. authenticityconsulting. com/pubs/PG_gdes/PG_pubs. htm Method Overall Purpose Advantages Challenges focus groups explore a topic in depth through group discussion, e. g. , about reactions to an experience or suggestion, understanding common complaints, etc. ; useful in evaluation and marketing -quickly and reliably get common impressions -can be efficient way to get much range and depth of information in short time - can convey key information about programs -can be hard to analyze responses -need good facilitator for safety and closure -difficult to schedule 6 -8 people together

Overview of Methods to Collect Information by Carter Mc. Namara, MBA, Ph. D, Authenticity Consulting, LLC. Copyright 1997 -2008 Adapted from the Field Guide to Nonprofit Program Design, Marketing and Evaluation” http: //www. authenticityconsulting. com/pubs/PG_gdes/PG_pubs. htm Method Overall Purpose Advantages Challenges case studies to fully understand or depict client's experiences in a program, and conduct comprehensive examination through cross comparison of cases -fully depicts client's experience in program input, process and results -powerful means to portray program to outsiders -usually quite time consuming to collect, organize and describe -represents depth of information, rather than breadth

Budget Expenses Narrative

Budget: Points to remember If there is a fund limit, DON’T EXCEED IT. Describe the need for items in the narrative Budget should be realistic; not extravagant

Budget: Points to remember Identify your contribution, in-kind match, other local funds For multi-year grants, decrease grant support, increase local support

Organizational Information History Governing Structure Primary Activities Audiences Services

Conclusion Summary of main points

Follow the grant guidelines!